Lux Automaton · Small Business Systems
Small Business Automation Map Planner
Map one repeated workflow, find the broken handoffs, and choose the smallest reliable step to automate first.
Business / team:
Map owner:
Workflow name:
Review date:
1 Choose one workflow boundary
Name a start and a finish. Keep the first map small enough to understand.
New lead → first response
Quote approved → invoice sent
Payment received → delivery scheduled
Job completed → follow-up / review
Our workflow starts when:
The workflow is complete when:
2 Inventory the weekly repeats
Check every repeat that appears inside this workflow.
Capture information
Review or qualify
Draft or send a message
Create a quote or invoice
Schedule or assign work
Check payment or status
Update a record
Follow up or remind
3 Draw the current workflow
| # | Action / verb | Owner | Required input | Output / next step | Where it lives now |
|---|---|---|---|---|---|
| 1 | |||||
| 2 | |||||
| 3 | |||||
| 4 | |||||
| 5 | |||||
| 6 | |||||
| 7 | |||||
| 8 |
4 Mark the broken handoffs
Circle the handoff on your map, then record the type of break.
No clear ownerWho thinks someone else is responsible?
Missing informationWhat does the next person have to ask for again?
Manual re-entryWhat is copied between tools?
Delayed approvalWhat waits in an inbox or private message?
Invisible statusWhere can no one see what happens next?
Memory-based follow-upWhat works only because one person remembers?
5 Score the first automation candidates
Score each candidate from 1 (weak) to 5 (strong). Favor frequent, clear, reviewable, recoverable work.
Candidate step
Frequent
Clear rule
Good input
Easy review
Safe recovery
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6 Define the smallest reliable step
TriggerWhat exact event starts the automation?
InputWhat information must be present?
AI / system actionWhat should be drafted, classified, summarized, or created?
Human approvalWho reviews, and what must they check?
ResultWhat is sent, saved, assigned, or updated?
Exception pathWhat happens when the normal rule does not apply?
7 Run a two-week reliability test
| Measure | Before test | Week 1 | Week 2 | What we learned |
|---|---|---|---|---|
| Time to complete / respond | ||||
| Missed steps or follow-ups | ||||
| Rework / corrections | ||||
| Exceptions requiring judgment |
8 Connect the next workflow only after this one is dependable
What worked reliably:
What still needs human judgment:
What must be documented:
The next workflow to map: